TREASURER’S ROUNDTABLE JANUARY 31,

2012Presided by Audrey Wojtkowski

Collegiate Association Treasurer

WHAT WE WILL BE DISCUSSING TODAY: Explanation of what it means to be a

treasurer and what you can expect by being in this position.

An overview and explanation of your duties and responsibilities as treasurer.

How you will receive your club’s money. Requirements of how you will manage

your account with Collegiate Cabinet. Pink Slips, Green Slips, and book-keeping.

Important dates and deadlines Penalizations

OBJECTIVES FOR THIS SEMESTER Give treasurers an incentive to do a great

job keeping their club’s records. Make it clear to YOU how your club’s

records should be kept. Enforce accountability in the tracking of

your club’s expenses.

FOR YOUR TREASURER I have decided to make a few tweaks to

the system since last semester, pay attention and I will explain.

Use and efficient and organized system that will allow groups and organizations, and the rest of the student body to have access to the money in Collegiate Cabinet.

I want you to maintain a sense of responsibility when it comes to your club’s money.

Provide you with the tools so that you may become the best treasurer you can be.

I am here to help YOU! Its kind of in my job description as Collegiate Treasurer. So if you have questions…..ASK! E-mail me! Visit me during office hours!

As treasurer of your club, I am holding YOU responsible for the money that goes in and out of your club account.

It is YOUR JOB to communicate this with the rest of your club!

If you don’t think that you will be able to keep up with the responsibility you should find someone to replace you, because you will only be hurting the rest of your club.

AS TREASURER: You are RESPONSIBLE and

ACCOUNTABLE for the money that your club/organization is granted by Collegiate Cabinet.

As long as your requests are well-based you will receive 65% of the money you ask for without any problems! (that’s pretty good right?)

I will be very accommodating and kind as long as you keep your ledger/records PERFECTLY ORGANIZED AND UP TO DATE!

RESPONSIBILITIES! 1. Coming together with your club/org

officers and planning out ALL of your SEMESTER EVENTS, so that you can submit a DETAILED BUDGET and CALENDAR by Friday, February 10that 12:30 PM in the Collegiate Office.

* Need help? COME TO MY OFFICE HOURS! I’ll be glad to be of service.

2. Keeping track WEEKLY of your club’s expenses, ESPECIALLY AS AN EVENT IS APPROACHING.

PINK AND GREEN SLIPS…WHAT ARE THEY? Pink Slips:

Use funds for your clubs events, bonding activities and general expenses.

Pay vendors in check or credit card form. Green Slips:

Used to transfer funds from one club/department to another.

SO WHERE CAN YOU FIND ME? I have office hours on

Mondays: 4:00-6:00pmWednesdays: 9:30-11:30amThursdays: 5:00-6:00pm

The Cashier’s Office is openMonday-Friday: 11am-noon, 1:30-3:30pm

REMEMBER…When it is a check drop it off at least a week

in advance. Or else the money won’t be available. Easy as that.

YOUR CLUB’S LEDGER There is no simpler way to put this: You

NEED to be organized AND TIMELY. I will sign your ledger each week beside the

last balance, which will mean that I have checked it and that everything is OK. f there is anything wrong with it, I will flag your

ledger with a post-it. It is YOUR RESPONSIBILITY to check your ledger

before the next ledger check and fix the issues. Failure to do this will result in docking. I highly recommend coming to my office hours if

you have problems/confusion with your ledger’s issue.

PENALIZATIONS1. For every Treasurer’s Roundtable, Rep

Council or extraordinary meeting you miss, your club will be docked 5% of their current balance.

2. Not turning in your budget on time -10%3. Not keeping your ledger up-to-date (and this

means on a WEEKLY BASIS) will be cause for your club to be docked an incrementing 1% of their current balance WEEKLY, until the problem is fixed. In other words:

- 1st week missed: 1% docked -2nd week missed (in a row): 2% docked…. And so

on.

WHAT IT SHOULD LOOK LIKE….

Date Description Credit Debit Balance02/20/2012 Budget

Spring ‘12+ $5,000.00 $5,000.00

2/25/2012 Payment of speaker for event #1

- $1,000.00 $4,000.00

Refreshments for event #1

- $50.00 $3,950

4/15/2012 Fundraiser #1

+ $200.00 $4,150

THINGS TO REMEMBER…1. Once this semester is over, ACCOUNTS WILL

BE CLEARED. Any money that Collegiate Cabinet granted your

club/org and was not used will go back to the grievance pool for the next academic year (except class budgets)

The ONLY money that you will keep in your account is the one that you have fundraised. This is why it is so important that you LABEL IT CORRECTLY under the Description column in your ledger.

Make sure that when you are depositing the money at the accountant’s window, that you specify where that money came from in the deposit slip. Believe me, it’ll save you MANY HEADACHES

REWARDS! New incentive for Treasurers to keep

their ledgers perfectly updated EVERY WEEK!

Treasurer’s that properly update their ledger on time, hand in BRFs on time and do not allow their clubs to be penalized for missed rep council will be added to a drawing to win…….

AN APPLE IPAD!

WHERE WE GET DISCOUNTS/TAX EXEMPT Vendors:

Holy Shirt, Valenti Sports, Farmboy Graphics, Party time, Oriental Trading (See Student activities tab for more info)

Tax Exempt Stores (in Auburn):AC MOOREWal Mart Dollar TreeStaples

ADDITIONAL PAPERWORK THAT YOU’LL NEED TO INCLUDE IN YOUR BUDGET REQUEST Club Roster Description of community service you are to

perform. (Talk to Reverend Bob French, office in Main). MAKE SURE THAT REV. FRENCH APPROVES YOUR COMMUNITY SERVICE!

Any invoices or other cost estimates that you have available

THE MORE DETAIL THE BETTER!! If we don’t understand what the money is being spent on, we are very reluctant to give it to you.

ATTACH AN EXTRA SHEET IF NECESSARY!!

ANY QUESTIONS?